Emergency Management - Developing a plan for a small organisation

• Emergency Management - Developing a plan for a small organisation ( )
  Document Type: Guidance Note
  Keycode: web only
  Industry: Emergency Services 
  Category: Consultation 
  Division Author: Small Business
  Publication Date: 06 June 2005
  Date First Published: 08 March 2005
  Summary: This guidance note is intended for small business and provides advice on the important elements of a workplace emergency management plan.

This guidance note gives advice on the important elements that make up an Emergency Management Plan (EMP). It is aimed primarily at smaller organisations; that is those employing 20 or less full time workers. However, all organisations need to have an EMP and the advice provided here can be applied to businesses with more than 20 employees.

Under Victorian occupational health and safety law, employers have an obligation to provide and maintain a safe workplace. This obligation extends to all people at the workplace, whether they are employees or not. Developing an EMP contributes to the duty of providing a safe working environment.

What is an Emergency Management Plan (EMP)?
An EMP is a written set of instructions to help employees deal with incidents or situations that could pose a threat to life, health or property.

There are different types of emergency situations, including (but not limited to):

• fire or explosion
• dangerous chemical release
• medical emergency
• bomb threats
• violence or robbery.

An EMP should be simple, flexible, written, tested and reviewed. It should be readily obtainable by all employees or on display in the workplace; e.g. on a notice board. Employees should be trained in the procedures and regular practice runs should be held.

The EMP should be based on a practical assessment of hazards associated with the work activity or workplace and the possible consequences of an incident occurring as a result of those hazards. External hazards may also affect the safety of the workplace; e.g. a chemical storage across the road. They too should be considered when preparing the EMP. The EMP should be appropriate to the size and complexity of the work site and the number and type of occupants.

What should be included in an EMP?

When developing an EMP at a workplace, it is important to consult with health and safety representatives (if any) and employees, as they can assist in determining the suitability of procedures. The plan does not have to be too complex; it only has to work for your workplace. Staff need to know what they have to do when there is an emergency.

The following check points can be used to develop an EMP suitable for a smaller workplace.

Responsibilities

• Has a person with the appropriate skills been made responsible for specific actions in the event of an emergency; e.g. appointment of an area warden?
• Are employees trained in how to deal with different emergency situations?
• Is a person responsible to ensure that all employees are accounted for in the event of an evacuation?
• Are specific procedures in place for critical functions such as power shut-off, etc?

Emergency Contact details

• Are emergency contact details displayed at the workplace in an easily accessible location?
• Are the emergency contact details relevant to the types of possible threats?
• Are the emergency contact details updated regularly?

Work Environment

• Is there a mechanism for alerting staff of an emergency; e.g. a siren or bell alarm?
• Is there a documented site-plan illustrating the location of fire protection equipment, emergency exits and assembly points?
• If there is a site-plan, is it posted in key locations throughout the workplace?
• Are all exits, corridors and aisle-ways kept clear of obstructions and does the workplace have illuminated exit signs?
• Are procedures in place for assisting mobility-impaired persons?

Training

• Are staff given training in how to respond to emergencies in the workplace?
• Is there a timetable for conducting regular exercises to ensure that the plan works; e.g. annual evacuation drill?

Fire Protection Equipment

• Does the workplace have fire protection equipment?
• Is the fire protection equipment suitable for the types of hazards at the workplace?
• Is the fire protection equipment regularly tested and in working order?
• Is the fire protection equipment kept clear of obstructions?
• Are employees trained to use fire extinguishers where required?

Chemical safety

Are current material safety data sheets available for all chemicals on site?

• Are all chemicals labelled and stored in a safe manner?
• Is appropriate equipment available to initially respond to a chemical incident, such as absorbent material to contain a liquid spill?
• Is appropriate personal protective equipment (PPE) and training provided to protect workers who are called on to deal with a chemical release?

First Aid

• Have you conducted a first aid assessment?
• Does your workplace have trained first aiders?
• Does your workplace have suitable first aid facilities?

Post Incident follow-up

• Are there procedures to notify WorkSafe Victoria where necessary?
• Are procedures in place to ensure that the cause of the emergency is determined and action is taken to prevent a similar incident occurring in the future?
• Are there procedures to ensure the welfare of employees after an emergency or an incident, such as medical treatment or trauma counselling?

Review

• Has an emergency practice run been undertaken to assess the effectiveness of the EMP?
• Is a person responsible for documenting and retaining results of EMP practice runs?
• Is a person responsible for reviewing the EMP and informing staff of any revisions?

Acts and Regulations

Acts and regulations are available from Information Victoria on 1300 366 356 or order online at www.bookshop.vic.gov.au.

View the legislation at Victorian Law Today at www.legislation.vic.gov.au.

Standards Australia

AS 1851.1 -- 1995: Maintenance of fire protection equipment -- Portable fire extinguishers and fire blankets
AS 3745 -- 2002: Emergency control organisation and procedures for buildings, structures and workplaces
AS 4083 -- 1997: Planning for emergencies -- Health care facilities

Copies of standards can be obtained by contacting Standards Australia on 1300 654 646 or by visiting the web site at www.standards.com.au.